The Purchasing Department has a, College liable, Purchasing Visa Card (PCard) that is used to purchase airline tickets for official College travel. All request for airline travel must be approved via the FKCC requisitioning process and/or S&PD.
Advanced payments for lodging, airline tickets, rental cars and registration fees may be made by the College using the College-authorized procurement card, the College Avis card, Corporate American Express card or a College check. Travel expenses that were not prepaid can be reimbursed upon completion of the trip, using the pre-approved Duty Elsewhere Leave form.
Airline tickets, rental cars and hotel reservations shall be authorized and obtained by purchasing after a requisition form, including the estimated cost of travel, has been completed by the employee and approved by the supervising administrator and budget administrator. Reference Procedure 23.1
Employees can choose from a variety of travel options to obtain their airline tickets — see airline section . College policy is to utilize electronic ticketing only to minimize transaction fees. Travel will be authorized based on the most economical fare available at the time of booking. Travel guidelines require the employee to make their airline reservations at least 14 days before the trip. In compliance with Florida Statute 112.061, the College will reimburse the lowest fare that was available at the time of booking. Changes to airline tickets, cancellations, etc., will be handled directly by each employee and/or department.
Personal travel taken in conjunction with official College travel will be at the employee’s expense.
Employees needing a car rental for official College travel should refer to the rental cars section .
Employees will be responsible for submitting the appropriate travel related receipts for reimbursement purposes. Meal receipts are not necessary, as they are at the State per diem rate of $6 (breakfast); $11 (lunch) and $19 (dinner). Mileage is also reimbursed at the State per diem rate of $0.445 per mile.
At the completion of each official College business trip (within five work days of the employee returning) the employee who traveled should complete a FKCC Travel Reconciliation form – reference Procedure 29.1 , attach receipts, meeting agenda and approved leave of absence. Upon completion, the travel reconciliation form and all supporting documentation must be forwarded to the department supervisor, Dean, VP and the President’s office for approval. All approved reconciliation forms will then be forwarded to the campus Business Office for further processing. Employees must attach original receipts for reimbursement.
Air Travel Tips
To maximize your chances of getting the lowest fare, read the tips below. Don’t be afraid to experiment — try selecting different airlines, dates, and departure times, if possible.
Make your reservation early
Many discount fares require that you make a reservation 7, 14, or 21 days before your trip, depending on the fare. Airlines sell only a limited number of seats at the lowest fares. When those seats sell out, the price goes up. Making a reservation as soon as you know your travel dates increases your chances of finding the lowest fare.
Fly on a weekday
Flights on Tuesday, Wednesday, and Thursday usually have the lowest fares. Sometimes (but not always) fares are higher on Monday and Friday than on other weekdays. Saturday flights occasionally have discount fares, but as a rule it’s more expensive to fly on a weekend than a weekday.
Stay over a Saturday night
Most low fares require that you stay over at least one Saturday night before your return flight. However, some fares may only require you to stay a minimum of three or four days.
Stick to one airline
It’s almost always less expensive to use only one airline for a trip. In some cases, booking two airlines can cost hundreds of dollars more.
Experiment with dates and times
If you don’t at first succeed, try an earlier or later flight. To get the lowest roundtrip fare, it must be available on both the departing and return flights you select. If the fare is sold out on either of these, the price you end up with will be much higher. Try an earlier or later flight if you can’t find the fare you want, or, if possible, consider flying on another day.
Employees are encouraged to select their desired flights directly from the options below and attached them to their approved requisition for travel.
Rental Cars and Airport Parking
AVIS Rental Car Company
Car rental reservations are handled directly by purchasing utilizing the preferred State of Florida discounted contracted rates with AVIS Rental Car Company. The size of the rental car shall not exceed what was approved by the department. Employees needing rental cars have the option of utilizing FKCC’s AVIS credit cards, available in the purchasing office or their own personal credit card.
All rates are based on State of Florida contract 518-020-05 (see PDF attachment).
AVIS AWD No. A113400 must be provided to assure the state rental rate is received.
In-State and Out-of State rates are dry rates and do not include fuel. Gasoline will be charged to the renter when the vehicle is checked-in based on the vehicles fuel gauge reading. It is suggested that all rentals be refueled prior to returning the vehicle or refueling charges may apply. When a rental vehicle is returned with less than a full tank of gasoline, a refueling service charge may apply. The refueling service charge is a per gallon rate added to the total calculated fuel price of gasoline using the Fuel Gauge Reading upon return of the vehicle. This refueling service charge and total calculated fuel price of gasoline will be added to the rental invoice.
Rental Car Insurance
Employees are advised to decline insurance coverage when renting cars.
FKCC employees can now choose between AVIS and Enterprise when renting cars for College business purposes. Click on the links below for the guidelines and procedures when renting Enterprise Rent-a-Car services. Once a reservation has been made, Enterprise will direct bill the College for all official College business travel, employees do not need a corporate credit card to make business related car reservations with Enterprise . All rentals with Enterprise include unlimited miles. Rentals for personal use will require a charge card and are not permitted to be direct billed to the college.
Enterprise Car Class/Rates
Employees are requested to use the most economical parking available to them at the time of their travel.